the heswap system is used to manage and track production

Chapter 4- HESWAP V3 Revised 4/11/2018 Page 34

Chapter 4 HESWAP

The HESWAP System is used to manage and track production for each Lead Safe Pilot Agency. In this system,

client information, the work performed and costs associated with the work are monitored. It is important to

keep records as up to date as possible in the system to accurately display the work perfromed by the agency for

all actrive grants. As the records are entered, please note that the dates are a key field on every screen to

monitor. You want to ensure that the dates reflected for your production are as accurate as possible to ensure

proper reporting. Below are outlined key areas of the HESWAP System and their functions. Should you have

questions regarding the HESWAP System, please consult with your assigned State monitor and/or contact the

Support e-mail address: [email protected].

mailto:[email protected]


When logging into Hancock Software, this page is used to communicate with users. Any guidance

applicable to the system will be communicated here.

Chapter 4- HESWAP V3 Revised 4/11/2018 6

The Client List screen will show all clients entered in the system by your agency.

Use the lower fields to filter searches when looking for a specific client.

Select “Add Client” to create another client

record


Your client intake page should be completed entirely. When entering

multi family or mobile homes, utilize the APT# field to ensure that your

client record isn’t labeled as a duplicate record


• Comments field is a great way to communicate with both agency

staff and DCA. I.e. “client only speaks French; Client has 20 cats

etc.”

• Under the categorical eligibility, select “LEAD Pilot” to ensure

this client is documented as a file for the pilot program.


After completing your client information page, the Family screen will be the next

one to update. Every legal resident of the property must be entered on this screen.

Click the plus sign in the middle of the page to add a new record.


When entering the birthday of the client, the age will automatically populate.

The center and lower demographics are not required fields to complete.


After entering all household members on the family page, then next

proceed to the income page. Here, all members of the household

who are above the age of 18 must be documented. The red text

indicates all members of the household that have been identified

as over the age of 18 and require an income record to complete the

file.

Click the plus sign to add a new record.


When entering the income, the family member will be populated in the dropdown labeled family member.


After selecting the member of the family, the income types will be listed as well.


Please note when entering “no income” the frequency will still need to be entered as well as

the hours/week. Entering other/0 will suffice as long as there is a character recorded it the

field.


o “Lead-Safe Pilot Program Application”

o “Right of Entry Permit and Release of Information Form”

o “Confirmation of Receipt of Lead Pamphlet”

o Proof of Income

o Copies of Social Security Cards or Equivalent Documentation for all household

members

o Proof of Residence at property for occupants

o Proof of Ownership (copy of mortgage deed, or rental agreement, or county tax

record)

o Copy of Current Property Tax Bill

o Copy of Current Water and Sewer Bill

o For Lead Abatement Grants, an Order for Abatement from a Health Department if

required.


The documents screen serves as a checklist of what is to be expected in the physical client file.

As some items listed pertain to programs outside of Lead Pilot, users should enter not required

near each item as well as insert a character in the notes field.

Whenever not required is selected, something needs to be entered it notes as justification.

Since many are obvious N/A’s i.e. no income verification, when income was provided. A

detailed note is not needed so user can simply enter “n/a”.


Only when the client information is entirely

entered and the client is deemed eligible will the

audit information page be available.

A job number will be defaulted on this page,

however, agencies can change this number to

develop a sequential system to track records.

Site assessment section of this page needs to be

completed.

In the House information page, “Lead Paint” and

“Built before 1979” check boxes should be marked

if they apply.

Once finished with the audit information page,

click the “weatherization” tab and select the

“other measures” subsection.


All measures applicable to the Lead Pilot Program will be listed under “other measures” and

will begin with “LP”.

Click the plus sign to add a measure for the job


In the event that there is a measure needed to be added to the list, users are to e-mail

[email protected] (CC you State Monitor) and request for the measure to be added.

You will either receive confirmation that the measure was added or be instructed to use a

measure in place of the requested one.

mailto:[email protected]


Once all measures are selected on the other measures screen,

users will go to the Work Order tab and select work order to

assign the measures to a contractor.

Click the plus sign to create a new work order.


All measures assigned to the job will be listed. If there is more than one contractor that performed the work, select only the

specific measures and assign them to the contractor. If it is the same vendor, you will be able to click “Apply all”.

Please note: There is an option in the print options section to click photo. Users are not to upload any documents in the system.


On this screen, Users can edit the quantity and cost for each

measure.


The change vendor drop down will show all vendors (contractors) agencies have registered

on the vendor list. After assigning a contractor, press the save and close button. It will bring

you back to the main work order screen and the job should now have a work order status .


Installation is the next screen to select. This will be where you

document when the work was performed.


Clicking the pencil near the work order will allow

you to enter the date of the work and any

comments necessary for the job being entered.


Selecting the measures tab will allow you to edit the quantity

and cost if this has changed since the work order was created.


Although the field for date is labeled “inspection

date”, this serves as your installation date.


When updating the record, you will see the status change to install.


The work has been installed and now the final inspection needs

to be performed. The inspection screen is your next step.


On the inspection screen, you will click the pencil next to the

job and be presented with this screen. Here you will identify

the inspector and when the inspection was performed.


There is a comment field to provide additional inspection details if needed.


The measure tab is where you will confirm whether the measures installed passed or failed inspection.


You are presented again with the option to update costs of a job. Scrolling to the right will allow you to

pass/fail each measure. You can also use the above drop down that says “record status of all measures”

which will allow you to pass or fail all measures at once.


When you complete the inspection screen, go to the client job list

screen to confirm that the job is complete and ready for reporting.


A job can only be placed on an invoice when it is in an inspected

status. The invoice list screen is where you will go to create your

invoice. Click the plus sign to create a new invoice.


When creating a new invoice, you will be able to add direct costs (which or

the jobs inspected) as well as indirect costs (i.e. insurance, admin, etc.).

Click the plus sign under the manage job on invoice (direct costs) section.


When this screen appears, select the funding source, program year and click search.


Every completed job that is assigned to this grant will be

listed. In the event that a job does not show, click the “view

incomplete jobs” button. This will show you any job that is

not placed on the invoice and list the reason why.


Once you have added the jobs to this invoice, you will be able

to click the plus sign under the indirect costs section to add

these costs.


On the indirect cost screen, there are red asterisks for all required fields.


When adding costs such as Admin, you will complete the bill detail section as

well as the personnel bill section if it is applicable to the costs you are capturing.


Adding all costs to the invoice both direct and indirect will reflect as such. Although there are

separate sections, the costs all come together on one invoice.

Click “view invoice” to see the status of the grant with all costs captured.


This report shows a number of fields such as the amount

being charged on this invoice, the budget amount and balance

as well as the previously reported amount of funds expended.


One report managers are encouraged to review to get an idea of your agency’s progress is the Client

Status report. This is used by the Lead Safe Pilot Supervisor to evaluate grant progress especially when

units aren’t on an invoice.

When selecting the funding source and program year, you will be able to see the process all units are

in. From client information entered all the way to invoicing. Keep in mind, this data will only populate

the clients with Lead Paint preselected as the funding source on the client information screen.


Clicking on any blue number will create a detailed spreadsheet which will allow you to export

to Word, Excel or as a PDF. The detailed spreadsheet will show the records behind the number.


Budget Balance screen allows you to select a specific grant or all grants and view the line budget amounts as well as

the balance. Keep in mind that the jobs and costs placed on an open invoice still draws down when viewing this page.


The Production and Job Cost screen shows the amount expended in each Budget Line Item,

as well as the average cost for units reported on the grant and number of units charged to

the grant. This is used to ensure agencies are on track with production benchmarks.


There are (3) forms of approval that may be needed when creating a client file or reporting a unit: Client, Measure

and State Approvals.

The client approval is required when a client file is identified as a duplicate. On the client information screen, when

you press save, you may get a message informing you there is a record with the address and asking how you’d like

to move forward. Always press “OK” this will save all the information you have entered so far and allow you to

request for the record to be released.

The Hancock system tracks client by their address and not their name, so you can have five clients with the name

“Ann Taylor”. However, once the address for the client is entered more than once, it will prompt for approval.

For agencies with WAP and LEAD PILOT grants, the Lead Pilot client will ALWAYS be entered separate from the client

file that received WAP. This means that an e-mail will need to be sent requesting for the record to be released.


Measure approval is required when a job is being reported and the total cost of

the job exceeds the allowable cost per unit. If approval from OLIEC is granted to

move forward, your state Monitor will need to release the job form this screen.


The final approval screen is the State Approval Screen. Jobs are listed on this screen for several reasons:

• The work being reported is a rework

• The allocation date for the grant has expired

• The work performed in a unit takes place outside the grant term.

• The Vendor License has expired.


In the matter of a rework, approval to perform rework on a job must be granted by the State Monitor. Once approval is granted, the State Monitor can release the

record from this screen.

The allocation date error appears when the work being reported is charged to a grant that is expired. When your grant is expired, work with your State Monitor to

ensure the grant is eligible for an extension and the request for an extension is submitted properly.

Similar to the allocation end date, when the work performed in a unit (the completed date) falls outside the grant term, the job will be pushed to this screen. Be sure

to check all dates when building a job to confirm they are accurate. The day you enter the information is the date the system uses for that activity.

When a vendor’s license expires, this will need to be updated on the vendor/crew screen and then released from the State approval screen.


Entering a Lead

Abatement Client


When entering a Lead Abatement Client, the process is the same

as above EXCEPT that the funding source is “Lead Abatement”.

Abatement Orders are also to be placed on an invoice separate

from the lead remediation units.

One invoice should not contain both lead remediation and lead

abatement jobs.


Agency’s select “Lead

Abatement” as the Pre-

selected Funding Source


To enter measures for a Lead Abatement

project, always ensure to select measures

that ONLY start with “LP-“.


After adding all of the measures,

go under the “Selected Measures”

screen and insure that all measures

are categorized under the funding

source “Lead Abatement”.


The process to finish building the client is the

same as building a Lead Remediation project, as

noted in the instructions above.

Please refer to page 17 above to finish building

the client.


Invoicing for Lead

Evaluations from

Deferred Units


The following are instructions on how to

invoice for costs incurred from lead

evaluations conducted by NJDCA Certified

Lead Evaluators for units that are deferred.


Under “Indirect Costs on Invoice”,

click the add button.


Under “Budget Type”, select

“LP-Risk Assessment Deferred”


Under “Bill Amount”, enter the

exact amount of the Lead

Evaluation from the Deferred

Unit


Under “Funding Source”, select

“Lead Paint”

Under “Program Year”, select

“2016”


Under the “Description” section, notate that it is a

Risk Assessment for the specific address.

Also enter the corresponding Client ID of the

deferred Client.


After entering all of the

required information, click

“Save” to save the entry.


Each Deferred Risk Assessment is to be invoiced on its own

line with its Property Address and Client ID Number

notated in the comments/description section.


Because it is the same funding source, “lead

paint”, lead evaluation deferrals can be put on the

same invoice with normal and completed lead

remediation jobs.

Please note that lead remediation jobs SHOULD

NOT be placed on the same invoice as lead

abatement jobs.

the heswap system is used to manage and track production

Documents